ADMINISTRATIVE COORDINATOR

Administrative Coordinator

Job Title: Administrative Coordinator

Revision Date 08/6/2025

FLSA Status: Non-Exempt

Reports to:

Salary: Negotiable depending on experience

Job Summary:

The Administrative Coordinator provides comprehensive administrative support to Assistant Project Managers

(APMs) and Project Managers (PMs). This role ensures the smooth operation of project-related tasks by

managing documentation, scheduling, communication, and coordination. The ideal candidate is highly organized,

detail-oriented, and proactive, with the ability to thrive in a fast-paced construction or project management

environment.

Duties and Responsibilities - Essential Functions

Prepare, edit, and maintain project documents, including submittals, RFIs, and meeting minutes,

contracts, and change orders

Assist APMs and PMs with project scheduling, updates, and coordination

Assist APM and PMs with weekly timekeeping for employees

Manage email and phone communications on behalf of the project team

Track and organize project-related files and ensure documentation is filed correctly in the project

management systems

Coordinate meetings, take notes, and follow up on action items

Maintain logs for submittals, RFIs, drawings, purchase orders, and other key project documents

Liaise with subcontractors and vendors to ensure the timely submission of paperwork and

compliance documents

Assist with procurement tracking and job cost documentation

Support team with expense reports and invoice tracking

Help onboard new subcontractors and ensure certificates of insurance and licenses are up to date

Perform general office tasks such as printing plans, ordering supplies, or assisting with jobsite tasks

document delivery

Act as a communication bridge between the office, field staff, and subcontractors

Qualifications:

High school diploma or equivalent required; associate or bachelor's degree preferred

2+ years of administrative experience in a construction or project management setting preferred

Strong organizational and multitasking skills

Excellent written and verbal communication

Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with Procore, Builder

trend, or similar PM software is a plus

Ability to work independently, prioritize tasks, and manage deadlines

Other Duties

Please note this job description is not intended to be all-inclusive. Employees may perform other related duties as

required to meet the organization's ongoing needs. Duties, obligations, and activities may change at any time,

with or without notice.